Agenda Item 8-B
Consent Item
To:
Chairman Skinner and the VRE Operations Board
From:
Doug Allen
Date:
March 18, 2016
Re:
Authorization to Issue Request for Proposals for Graphic
Design Services
Recommendation:
The VRE Operations Board is asked to authorize the Chief Executive Officer to issue a
Request for Proposals (RFP) for Graphic Design Services for a three year base period with
up to two additional one year options.
Background:
VRE has historically utilized the services of a contracted graphic artist to help design,
layout, edit and prepare graphics files for publications. Over the past year, VRE has been
using its advertising agency and freelance graphic artists to prepare materials for
publication, but we have an on-going need for these type of services which include the
design of the CEO report, RIDE magazine, and numerous other graphic/marketing related
tasks. We believe it is more cost effective to contract with a firm that specializes in
providing the services we require in-lieu of hiring additional staff or continuing to use the
advertising contract.
As determined in accordance with VRE Public Procurement Policies and Procedures, an
Invitation for Bids (IFB) is neither practicable nor fiscally advantageous to VRE and an RFP
is the preferred method of procurement for this solicitation since there are different
approaches to the desired service and an evaluation of technical merit is required.
Upon completion of evaluation of proposals, negotiations are conducted with the two
highest ranked firms deemed to be fully qualified and best suited among those submitting
Proposals, on the basis of the factors specified in the evaluation criteria. Price will be
considered in context of technical performance for this service to achieve a best value
determination. After receipt of the best and final offer from the top-ranked firm, a cost
analysis is performed to compare the proposed cost with the independent cost estimate to
determine that the proposed cost is fair and reasonable.
The scope of work for the RFP includes, but is not limited to, providing art direction,
creative concepts, graphic design, photography, photo editing, and layout support for RIDE
magazine and CEO Reports as well as varying additional related tasks.
Upon receipt and evaluation of the proposals, staff will return to the Board to request
authorization to award the contract.
Fiscal Impact:
Funding is provided for in the current Marketing budget for graphic design services under
the marketing production cost line item. Funding for future years will be included in each
proposed annual budget.
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Virginia Railway Express
Operations Board
Resolution
8B-03-2016
Authorization to Issue Request for Proposals for Graphic Design Services
WHEREAS, VRE has an on-going need for graphic design services; and,
WHEREAS, it is a more efficient use of resources to contract with a firm that specializes in
providing such services;
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board does hereby
acknowledge the determination made by the VRE Contract Administrator in accordance
with the VRE Public Procurement Policies and Procedures that competitive bidding is not
practicable, nor fiscally advantageous to VRE, and that competitive negotiation is the
appropriate method to procure these services; and,
BE IT FURTHER RESOLVED THAT, the VRE Operations Board does hereby authorize the
Chief Executive Officer to issue a Request for Proposals for Graphic Design and
Communications Services for a three year base period with up to two additional one year
options.
Approved this 18th day of March 2016
______________________________
Gary Skinner
Chairman
____________________________
Maureen Caddigan
Secretary
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