2715 RFP Graphic Design, Printing and Mailing Services

CONTRA COSTA WATER DISTRICT
REQUEST FOR PROPOSALS
RFP # 2715 Graphic Design, Printing, and Mail Services
Issued: March 26, 2026
Submittal Deadline: Wednesday, April 23, 2026 at 4:00 p.m. (PST)
to
Contra Costa Water District
1331 Concord Avenue, Concord, California
Attn: Judy Phan, Purchasing Officer
*It is the proposer's responsibility to read the entire document, any addendums and to comply with all requirements
listed herein. Any addenda to this Request for Proposal (RFP) will be directed to all participating proposers. It is the
proposers' responsibility for any addendums, notices, or changes to the RFP or RFP process.

I. About CCWD
Contra Costa Water District (CCWD) was formed in 1936 to provide water for irrigation and industry
and now serves approximately 550,000 people in central and eastern Contra Costa County. CCWD is
a local service agency known as a special district. Being a special district allows us to have a single
well-defined focus to meet a specific need. We provide a vital service of keeping the water flowing to
our community.
Website: http://www.ccwater.com
II. Notice of Inviting Proposals
A. Submittal of Proposals
An electronic proposal (in searchable PDF format) and Attachment B - Pricing, shall be submitted
as separate files via the relevant procurement page at CCWD's PlanetBids Portal below. No hard
copy, emailed, or faxed proposals will be accepted. No proposals will be accepted after the due
date and time and will be deemed unresponsive.
https://vendors.planetbids.com/portal/52380/bo/bo-detail/140046
B. Pre Proposal Meeting-Optional
At this time, CCWD will not be conducting a voluntary or mandatory pre-proposal meeting.
C. Conditions of Request for Proposals
Terms of Agreement
This service is for a three (3) year base period Fiscal Year 2027 (FY27) July 1, 2026, through June 30, 2027,
(FY28) July 1, 2027, through June 30, 2028, (FY29) July 1, 2028, through June 30, 2029; with two (2) one (1)
year priced options for (FY30) July 1, 2029, through June 30, 2030 (Option 1) and for (FY31) July 1, 2030,
through June 30, 2031 (Option 2).
Liability of Cost and Responsibility
CCWD is not responsible for any costs incurred in preparing a response to this RFP. All expenses
associated with responding shall be borne solely by the submitting individual or organization.
Respondents shall hold CCWD harmless from any liability, claims, or expenses arising from or related to
their participation in this process. All materials submitted become the property of CCWD.
Insurance
CCWD has implemented an insurance compliance program requiring all vendors providing products or
services to maintain appropriate insurance coverage before any contract is issued. Once the most
responsive proposer is identified that vendor will have 15 days from selection to submit all required
insurance documents, following the provided example, and to register with CCWD's insurance
compliance tracking system, MyCOI. Failure to provide the required insurance documentation within this
timeframe may result in the proposal being deemed unresponsive.
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Business License
Business licenses will be verified with the issuing agencies and references will be checked.
Prevailing Wage
Pursuant to Section 1770, et seq., of the California Labor Code, the successful proposer shall pay not
less than the prevailing rate of per diem wages as determined by the Director of the California
Department of Industrial Relations. Proposers can download the current prevailing rate of per diem
wages directly from the California Department of Industrial Relations.
(http://www.dir.ca.gov/dlsr/pwd/index.htm ).
Equal Employment Opportunity
CCWD is committed to equal employment opportunity for all employees and applicants. We prohibit
discrimination based upon race, color, religion, marital status, age, national origin, physical or mental
disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender
identity or expression, veteran status, or any other actual or perceived status protected under federal,
state, or local law. Employment decisions are based on individual qualifications and performance.
RFP Notices
CCWD has included the Bid/Proposal General Provisions (Attachment D) to help explain CCWD's bid and
proposal process. The attached proposal requirements must be completed and provided by the
respondent. The information will be the basis for evaluation of cost between respondents and will be
the basis for actual charges for services performed under the terms of this contract. Submission of a
proposal constitutes acceptance of CCWD's Purchase Order Terms and Conditions/Sample Agreement
(Attachment F). Failure to indicate herewith any exceptions to the Purchase Order Terms and
Conditions/Sample Agreement shall forever waive any such exceptions, see the Proposal Guarantee
(Attachment E).
Accessibility Compliance
Unless otherwise specified herein, proposers shall be required to provide all electronic deliverables or
digital content described in this RFP, including documents, websites, or web services to be provided, in
a form which meets Americans with Disabilities Act (ADA) requirements. Specifically, electronic
deliverables or digital content shall adhere to and be compliant with Web Content Accessibility
Guidelines (WCAG) 2.1, Level AA. See https://www.ada.gov/resources/2024-03-08-web-rule/
and https://www.w3.org/WAI/standards-guidelines/wcag/ for more information on these standards.
Compliance is a material requirement of this RFP. Any proposal which includes a disclaimer of warranty
or compliance with these standards shall be deemed nonresponsive and will not be considered for
award.
Addenda
Any changes, additions, or deletions to this proposal will be in the form of written Addenda issued by
CCWD and posted to PlanetBids. CCWD will not be responsible for failure of any prospective proposer to
receive such Addenda. All Addenda so issued shall become part of this RFP.
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Questions concerning Graphic Design, Printing, and Mail Services should be directed on CCWD's
PlanetBids website in Q & A section, and must be received by 4:00 PM PST, April 2, 2026 . Responses to all
questions received by the due date will be published on PlanetBids and CCWD will issue an Addendum
to the RFP on Wednesday, April 9, 2026.
Best Value Award
CCWD specifically reserves the right to reject any or all proposal, to make any awards or any rejections in
what it alone considers to be in the best interest of CCWD, and to waive any irregularities in the proposals.
CCWD does not obligate itself to accept the lowest proposal and specifically reserves the right to reject
any or all proposal or CCWD will accept any proposal or combination of proposals considered most
favorable. CCWD reserves the right to hire a primary and secondary contractor in the event the primary
contractor cannot respond in a timely manner.
Creative and effective problem-solving thrives in a workforce where different experiences and
perspectives influence employees' work. Employees thrive when employers recognize the value of those
differences and integrate them into the workplace. CCWD is committed to harnessing the power of its
workforce to solve industry challenges and meet the needs of the communities it serves, now and in the
future. To that end, CCWD is committed to the equitable extension of opportunity to join and
meaningfully contributes to the CCWD team. We seek consultants and contractors who join us in these
commitments in their own operations and activities.
WHAT: One electronic copy of the proposal submitted to CCWD's PlanetBids Portal prepared in
accordance with the instructions in this Request for Proposal.
WHEN: 4 : 0 0 PM PST, April 23, 2026.
Proposal should be prepared considering the information in the following attachments:
Attachment A - Scope of Work
Attachment B - Pricing
Attachment C - Evaluation Criteria
Attachment D - Bid/Proposal General Provisions
Attachment E - Proposal Guarantee
Attachment F - Standard Services Agreement
Attachment G - Contractual Insurance Requirements
Attachment H - Contractor / Consultant Safe Practices Handbook
Attachment I - Contractor Safety Orientation
Sincerely,
Judy Phan
Purchasing Officer
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Attachment A
Scope of Work
Contra Costa Water District (CCWD) regularly produces a wide range of public-facing materials designed
to educate, inform, and engage customers and stakeholders. These include, but are not limited to,
newsletters, water quality reports, annual calendars, flyers, postcards, brochures, inserts, envelopes,
and more. These materials are disseminated through print, mail, and digital channels, all of which must
consistently reflect CCWD's brand standards.
CCWD is seeking proposals from qualified firms to provide one or more of the following services:
* Graphic Design
* Printing Services
* Mailing Services
Firms may submit proposals for any or all of the above service categories. Respondents are not required
to submit for all three components. CCWD may select one or more firms to be awarded contracts to
complete work described in this RFP. Work will be performed on an as-needed basis. Selected firm(s)
must demonstrate the capacity to deliver high-quality, on-brand deliverables under tight deadlines,
and in compliance with industry best practices for design, production, and distribution.
Firms selected under this RFP will be expected to provide one or more of the following services on an
as-needed basis.
* Graphic Design Services
Develop creative concepts and execute design for CCWD print and digital publications,
o
including but not limited to newsletters, water quality reports, calendars, and bill
inserts.
Provide layout, typography, and visual assets that align with CCWD's brand standards
o
and messaging.
Prepare print-ready and web-optimized, WCAG 2.1 AA files in multiple formats (Adobe
o
Creative Suite, PDF, JPG, PNG, etc.)
Accommodate up to three rounds of revisions per project as part of the base cost.
o
Coordinate directly with CCWD staff to receive content, clarify specifications, and
o
finalize deliverables.
* Printing Services
Offset and digital printing of a range of materials, including but not limited to
o
brochures, postcards, newsletters, calendars, and large-format signage.
Capability to produce full-color, bleed, folded, stapled, and hold-punched materials,
o
with accurate and consistent color reproduction.
Manage pre-press setup, proofing, and quality control processes.
o
Ability to meet deliver deadlines and specifications, including drop shipping to multiple
o
CCWD facilities or mailing houses.
* Mailing Services
CCWD will provide mailing lists unless otherwise negotiated or directed.
o
Fulfillment of mass mailings including inserting, tabbing, metering, sorting, and
o
delivery to the USPS.
Compliance with USPS regulations including CASS certification, NCOA processing, and
o
presorting for postal discounts.
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Attachment A
Coordination with CCWD staff on data handling, list processing, and delivery logistics.
o
Provide mail tracking or confirmation upon request.
o
Content of Response
Please provide the information listed below (I through V). CCWD will use the information respondents
provide to evaluate submissions. To be considered responsive to this Request for Proposals,
respondents must provide all information requested in this section. If your firm does not wish to submit
for one component of this RFP, state so in your submission for the corresponding section below.
I. ALL RESPONDENTS
a. Letter of Introduction. Include background information on your firm, the firm's office
and other work location(s), firm office phone number(s) and firm website address. If
any of your project management, graphic design, printing, or mail work is
subcontracted, you must state so and provide contact information for those
subcontractors.
b. Resumes of the following, including any subcontractors listed above. Resumes must
include the following information: length of tenure with your firm, work location, major
projects completed and/or clients served, previous employment if tenure with your firm
is less than five years, and education.
i. Primary contact person (dedicated project manager) for each component of
this RFP you plan to include.
ii. Company leadership, such as president, vice presidents and/or principals.
iii. If responding to the Graphic Design component, include creative staff who
would be assigned to CCWD projects.
c. Describe your firm's ability to meet at CCWD main office, located at 1331 Concord
Avenue, Concord, and any associated limitations or costs to meet. Respond under the
assumption no local or state health guidelines restrict meeting in person.
d. References: List at least four clients for whom you've produced materials like the
materials provided as samples by CCWD listed in Section V. Provide name, address, and
contact phone number so that references can be checked. If your firm has worked for
CCWD before, you may use CCWD as a reference. Include and indicate at least one
reference per component for which you are responding.
II. GRAPHIC DESIGN SERVICES
a. Describe the project management services your firm provides and the system it utilizes
to ensure that clients receive prompt attention on projects, and that all deadlines are
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Attachment A
met. Include the amount of time it takes for clients' calls or e-mails to be returned, and
your record of meeting deadlines.
b. Explain how your firm ensures design and text changes are handled promptly if the
personnel assigned to CCWD's account are not immediately available. State the
standard turnaround time for minor text revisions.
c. Include five samples of work produced for other clients, utilities, or public agencies.
(Please let us know if samples should be returned.) These samples should demonstrate
an ability to produce effective materials like the samples provided by CCWD.
d. Provide your firm's hourly rates for any services applicable to the contents of this RFP,
such as creative concepting, illustration, photography, design, and production.
Describe any discount rates for bundling components of this RFP.
e. For the purposes of this RFP, assume CCWD provides final copy (text) and primary
photography for all publications. The selected firm will be responsible for photo-
editing, graphic design, layout adjustments, and the creation of supporting graphics or
illustrations as needed to complete each project.
III. PRINTING SERVICES
a. Describe the project management services your firm provides and the system it utilizes
to ensure that clients receive prompt attention on projects, and that all deadlines are
met. Include the amount of time it takes for clients' calls or e-mails to be returned, and
your record of meeting deadlines. Describe the proof approval process.
b. Describe your printing capabilities, including the various presses you have at your
worksite, the physical address of that worksite, and the types of printing you perform.
Include the approximate amount of time it takes to print jobs described in Section V
"Routine Publications."
c. Include five samples of work produced for other clients, utilities, or public agencies.
(Please let us know if samples should be returned.) These samples should demonstrate
an ability to produce effective materials like the samples provided by CCWD.
d. Provide your firm's hourly rates for any services applicable to the contents of this RFP.
Describe any discount rates for bundling components of this RFP.
IV. MAIL SERVICES
a. Describe the project management services your firm provides and the system it utilizes
to ensure that clients receive prompt attention on projects, and that all deadlines are
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Attachment A
met. Include the amount of time it takes for clients' calls or e-mails to be returned, and
your record of meeting deadlines.
b. Using the pricing sheets in ATTACHMENT B, provide rates for the following services:
CASS certification processing, data processing, double tabbing, inkjet addressing,
inkjet indicia, stamp affixing, machine inserting, manual inserting, machine sealing,
manual sealing, machine metering, manual presorting, MLOCR sorting, processing of
mailing statements, postal delivery, customer material pick up, resident list services,
pickup and delivery charge.
c. Describe your mailing services, including equipment you have at your worksite,
whether your firm has a bulk mail permit, and the types of mailing you do.
d. Provide your firm's hourly rates for any services applicable to the contents of this RFP.
Describe any discount rates for bundling components of this RFP.
V. PRICING FOR GRAPHIC DESIGN, PRINTING, AND MAIL SERVICES
a. Firms must complete the Routine Publications Pricing Sheets for each year of service
proposed, using ATTACHMENT B. Pricing must be accurate and reflect the scope of work
as outlined in Sections II-IV. Provide a total cost for all the services and materials
required for your firm to create the publications listed below. Prepare your costs
carefully and accurately; the selected firm(s) will be required to deliver on the services
and times submitted. This contract will include additional graphic, printing, and mail
services as needed not identified in this Routine Publications section.
b. Routine Publications:
i. On Tap newsletter: 8.5"x14" fold to 8.5"x3.5" double-sided, full color, full
bleed.
Design Services: Full design services.
Print Services: None
Mail Services: None
Example: https://www.ccwater.com/ArchiveCenter/ViewFile/Item/333
ii. Bill Insert: 8.375"x3.5" double-sided, full color, full bleed.
Design Services: Full design services.
Print Services: None
Mail Services: None
Example: https://www.ccwater.com/ArchiveCenter/ViewFile/Item/331
iii. Annual Water Quality Report: 8-page booklet
Design Services: Full design services. Up to five unique designs.
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Attachment A
Print Services: One 17"x11" sheet fold to 8.5"x11" printed on one 80lb
uncoated cover or equivalent. One 17"x11" sheets fold to 8.5"x11" printed on
80lb uncoated book or equivalent. Double-sided, full color, full bleed, fold,
staple. 600 combined printed copies.
Mail Services: None.
Example: https://www.ccwater.com/awqr
iv. Annual Water Quality Report Postcard: 11"x6" postcard
Design Services: Full design services. Up to five unique designs.
Print Services: 11"x6" on 80lb uncoated cover or equivalent, double-sided, full
color, full bleed. 190,000 combined printed copies.
Mail Services: 190,000 pieces mailed as postcard. NCOA Move Update
Compliance; data processing, import and CASS certification; inkjet addressing;
presort; generate statement of mailing; deliver to USPS.
Example: https://www.ccwater.com/DocumentCenter/View/9631
v. Calendar: 8.5"x11" wall calendar
Design Services: Full design services.
Print Services: One 17"x11" sheet fold to 8.5"x11" printed on 80lb uncoated
cover or equivalent. Six 17"x11" sheets fold to 8.5"x11" printed on 80lb
uncoated book or equivalent. Double-sided, full color, full bleed, fold, staple,
hole-punch. 4,000 printed copies.
Mail Services: None.
Example: https://www.ccwater.com/DocumentCenter/View/9630
vi. Prop 218 Notices: 8.5"x5.5" self-mailer
Design Services: Full design services.
Print Services: One 11"x17" fold to 8.5"x5.5", printed on 70lb offset, double-
sided, full color, full bleed. 62,000 pieces, mailed to customers.
Mail Services: 62,000 pieces mailed. NCOA Move Update Compliance; data
processing, import and CASS certification; double translucent tabbing; inkjet
addressing to envelope; presort; generate statement of mailing; deliver to
USPS.
Example: https://www.ccwater.com/DocumentCenter/View/9202
vii. Annual Comprehensive Financial Report: Digital 8.5"x11" PDF
Design Services: Full design services.
Print Services: None.
Mail Services: None.
Example: https://www.ccwater.com/ArchiveCenter/ViewFile/Item/419
viii. Budget Book: Digital 8.5"x11" PDF
Design Services: Full design services.
Print Services: None.
Mail Services: None.
Example: https://www.ccwater.com/ArchiveCenter/ViewFile/Item/396
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Attachment A
ix. Envelopes: #10 SPCL Window 24# White Wove Envelopes
Design Services: Full design services.
Print Services: Two-color, double-sided. 500,000 pieces.
Mail Services: None.
Example: https://ccwater.com/DocumentCenter/View/4603/1828-ITB-WHITE-
ENVELOPE-FRONT-BACK-SAMPLE?bidId=287
x. Envelopes: #9 Regular 24# Blue Wove Envelopes
Design Services: Full design services.
Print Services: One-color, double-sided. 500,000 pieces.
Mail Services. None.
Example: https://ccwater.com/DocumentCenter/View/4602/1828-ITB-BLUE-
ENVELOPE-FRONT-BACK-SAMPLE?bidId=287
Note: The District reserves the right to request additional services and/or modifications to the
Scope of Work described in this RFP. Firms shall be prepared to perform such services, subject to
mutual written agreement on the scope, compensation, and schedule.
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