Request for Proposal

 

Click here to download the Request for Proposal (RFP)

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Request for Proposal - Child Care Resources

 

Phase 1: Renaming of ‘Child Care Resources’ and Tagline Creation

Phase 2: Logo Design and Style Guide Development

Phase 3: Website, Business Papers, Digital Assets and Collateral

 

RFP release date: Wednesday, May 12, 2021, 9:00 am (PST)

All questions due: Wednesday, May 19, 2021, 9:00 am (PST)

Letter of Intent to Submit due: Friday, May 28, 2021, 5:00 pm (PST)

Proposals due: Friday, June 11, 2021, 5:00 pm (PST)

 

PROPRIETARY AND CONFIDENTIAL

 

1. ABOUT CHILD CARE RESOURCES

Child Care Resources improves all children's access to high-quality early learning experiences by engaging and connecting with families, caregivers, and communities in King and Pierce Counties (with some statewide reach). Our primary focus is children 0-5. CCR operates a statewide referral center that helps 18,000 families each year find and pay for child care, provides information on quality care and school readiness and delivers enhanced services for families who are experiencing homelessness or have other special needs. We provide coaching, technical assistance and professional development for 2,200 licensed and aspiring child care providers in King and Pierce Counties so they can improve the quality of their care for all children. For the vast number of children cared for informally (outside of the licensed child care space) we offer support groups and training for over 3,000 Family, Friend, and Neighbor (FFN) caregivers at community sites. We also mobilize communities and advocate for the families and providers we serve, so their voice and unique challenges have presence and impact within our statewide early learning system.

Children are the heart and the future of our communities. ALL children are the missional focus of Child Care Resources. We cannot ensure that all children can thrive until we break down the racist structures that predict a child’s success before they are born. This is why we at Child Care Resources center our mission with anti-racism. We are committed to analyzing our structures and practices internally with our staff and externally with our families, child care providers, and community partners reinforcing our commitment to making continued improvements. As the Child Care hub for COVID information, CCR has been responsive and agile in supporting first responders and the most marginalized families in finding and paying for child care.

Vision (in revision): Every child has a great start in school and in life.

Mission (in revision): Child Care Resources improves all children’s access to high quality early learning experiences by engaging with families, caregivers, and communities. Embedded in Child Care Resources’ daily work is identifying and addressing racism so that all children thrive in their early learning environments.

2.  PROJECT OVERVIEW AND OBJECTIVE

As a 30-year-old organization, CCR is at a pivotal point. No longer does our name reflect the breadth and impact of our work (instead it is limiting and technical sounding) and the logo (including color scheme and font) feels dated and generic. We have grown significantly over the years, developed new programs, and boldly centered our mission and values around antiracism in an unwavering way. We are not the same organization we were 30 years ago or even 5 years ago. We want a name and externally facing presence that resonate with our internally experienced identity.

Additionally, our website--developed in 2011--does not allow for intuitive navigation, deeply integrated storytelling, or the ability to easily update content regularly. We have multiple audiences in families, child care providers, community partners and funders, and we would like a platform that meets these multiple needs.

We are looking for a partner who can help us vision and create our new identity and who can develop a new website to truly tell our story and lift up the stories of our communities. The preferred partner for this project has experience working with nonprofits and actively advances antiracism and equity as an organization.

Child Care Resources (CCR) is accepting proposals for a three phased project:

Phase 1 will consist of developing a new name for Child Care Resources and developing a tagline. The name and tagline should incorporate the breadth of work that CCR provides as well as the scope of programs and services offered. Specific requirements and needs for the name and tagline are further defined below in section 5.1.

Phase 2 will include incorporating the new name and tagline and developing a logo and visual identity that captures the values and mission of the organization. The logo should be distinctive and memorable, and the final form will be created in multiple language versions and file formats as defined in section 5.2 below. This phase will also include the development of a Brand Style Guide which should outline all of the standard Brand Strategy and Logo Standard elements including, but not limited to, the scope outlined below in 5.2. (We have our annual fundraiser in mid-October, 2021. Ideally, we would like to have the name, tagline and logo available to unveil for that event)

Phase 3 will consist of applying the new name and logo/visual identity to a new website. Additionally, the new name/logo will be applied to business papers, marketing materials, social media, and other elements defined in Section 5.3 below.

2. GENERAL INSTRUCTIONS

2.1 Proposal Format

Please provide your response to requirements listed herein digitally, either in a Word Document, or PDF. Your responses must coordinate with the numbering of items within this Request for Proposal (RFP).

For supporting materials, such as PowerPoint documents, you are invited to send those documents zipped together along with the response to the requirements herein.

2.2 Proposal Period

The proposal submitted in response to this RFP shall remain firm and valid for a period of 6 months from the date of your submission.

2.3 Proposal Quantities

One (1) electronic copy, submitted and uploaded as a zipped folder to Dropbox

2.4 Proposal Submission Closing Date

Proposals are due to CCR (Dropbox) by no later than 5:00 p.m. (PST) on Friday, June 11, 2021. Proposals received after that time will not be considered.

2.5  Submission Submittal

Submissions will be made electronically, in a single, zipped folder, uploaded to Dropbox

Please contact Joanne Fong, CCR Communications Manager, with any questions or issues uploading your submission. fong@childcare.org

3. GENERAL CONDITIONS

                    3.1 Incorporating Supplier’s Proposal into Contract

All proposals, information, and responses from the Supplier must be submitted in writing. Unless supplemental oral commentary is specifically requested by CCR in writing, oral communications will not be considered in connection with any proposal. All proposals, information, and responses submitted by a Supplier will be incorporated into and made a part of any final agreement between CCR and such Supplier. No such information or other material should be submitted that cannot be so incorporated into the agreement.

                    3.2 Liability

CCR shall incur no obligation or liability whatsoever to anyone by issuance of this RFP or action by any party relative hereto.

                    3.3 Request for Proposal

This RFP scope consists of Section 5.1 through Section 5.3 as detailed herein. Each Supplier should analyze all Sections of this RFP and provide responses to these sections. Supplier is required to clearly explain any assumptions or conditions it imposes on or includes in its Proposal.

                    3.4 Country of Origin

For the purpose of this proposal, this shall be a United States-based contract originating from Washington State and a business license in WA state is required. Only domestic registered business entities will be considered for award of this contract. Use of non-US sub-contractors is not allowed.

         3.5 Evaluation Criteria and Scoring

Proposals will be evaluated on their merits according to the following evaluation criteria.

Criterion                                                      

  1. Fit of proposed solution with organization’s mission and values
  2. Preference will be given to Black, Indigenous, people of color (BIPOC), women-owned, and/or small businesses
  3. Demonstrated experience and ability to lead and engage with a culturally diverse and inclusive organization through a renaming and rebranding process
  4. Demonstrated commitment to providing accessibility to communities and uplifting the voices, stories, and experiences of our most historically marginalized communities
  5. Price of Services

         3.6 Supplier responsibility to resolve questions

Supplier understands and agrees that: (a) it has an affirmative duty to inquire about and seek clarification of any question or other item in the RFP that Supplier does not fully understand or that Supplier reasonably believes is susceptible to more than one interpretation; and (2) the Proposal submitted by Supplier must explain any and all conditions, exceptions, or limitations included in any response by Supplier to any question or other item in the RFP.

Questions should be submitted via email by 9:00 a.m. (PST) on Wednesday, May 19, 2021 to:

Joanne Fong

Communications Manager, Child Care Resources

fong@childcare.org

Responses to questions will be provided by CCR no later than 9:00 a.m. (PST) on Wednesday, May 26, 2021.

3.7 Unsuccessful Responses

CCR will use its best efforts to notify each Supplier as soon as possible as to whether it has been shortlisted, is the Selected Provider.

          3.8 Supplier qualifications

Supplier must conduct business and interact with CCR consistent with its mission of promoting diversity and economic development. Preference will be given to suppliers who meet the following criteria: Women Owned Businesses, BIPOC Owned Business, Small Businesses. CCR is committed, wherever possible, to source services from suppliers who respect human rights, ethics and the environment and have responsible policies and practices. Specifically, we expect our suppliers to operate in a manner that is consistent with these values and relevant to their respective services. 

Supplier should be prepared to demonstrate that it can meet all the proposed requirements detailed herein.

Must be in good standing with federal contracting compliance.

In addition to the above, we will undertake the following process and due diligence in relation to shortlisted Respondents. The findings will be taken into account in the evaluation process.

a. Reference check for the Respondent organization and named personnel

b. Online interview with shortlisted Respondents (Zoom)

          3.9 Supplier’s cost

Any costs incurred by the Supplier in responding to this RFP or in support of activities associated with the Proposal to this RFP, are to be borne by the Supplier and are not reimbursable by CCR.

         3.10 Confidentiality

Proposals and the information contained therein will be considered confidential and will not be shared with any entities or individuals other than for the purposes of evaluating the various RFPs.

         3.11 Contract

Supplier should be prepared to enter into a contract with terms mutually agreed upon.

         3.12 Code of Conduct

It is the objective of CCR to obtain the best services possible by giving fair and impartial consideration to all Suppliers invited to submit a Proposal. Every potential Supplier will be qualified on a fair and equal basis. Suppliers will be given the same information and treated equally with respect to the selection process. The granting of any advantage to one while excluding others is not permitted.

         3.13 CCR Contact

Any questions, clarifications or other communications concerning this RFP should be submitted via email before 9:00 am (PST) on May 19, 2021 directed to:

Joanne Fong

CCR Communications Manager

fong@childcare.org

          3.14 Right to Amend Request for Proposal

CCR reserves the right to amend this RFP in any manner prior to contract award. CCR will notify all responsive Suppliers in this event.

3.15 Right to Cancel Request for Proposal

CCR reserves the right to cancel the proposed RFP at any time prior to the execution of a written contract without incurring liability to CCR, if in its sole determination; its best interest would be served by doing so.

          3.16 Proposal Format

To allow for a better understanding of your proposal and to avoid confusion between the parties, we request that the Supplier follow the order of information as requested in Section 6. A specific proposal format is not required, but we request that all of the items in Section 5 are clearly addressed in your response.

          3.17 Pricing

All fee schedule types will be considered. Suppliers are asked to break out all fees, costs and third-party costs. Be sure to outline all costs to be included as well as excluded from your bid. Please also include long-term maintenance and/or hosting fees as separate line items. In order to meet this desired schedule, CCR is open to a phased approach that may require some features to be implemented after an initial launch. Price accordingly.

4.         PROJECT OBJECTIVE

4.1 Child Care Resources (CCR) is accepting proposals for a three phased project:


Phase 1 will consist of developing a new name for Child Care Resources and developing a tagline. The name and tagline should incorporate the breadth of work that CCR provides as well as the scope of programs and services offered. Specific requirements and needs for the name and tagline are further defined below in section 5.1

Phase 2 will include incorporating the new name and tagline into and developing a logo and visual identity that captures the values and mission of the organization. The logo should be distinctive and memorable, and the final form will be created in multiple language versions and file formats as defined in section 5.2 below. This phase will also include the development of a Brand Style Guide which should outline all of the standard Brand Strategy and Logo Standard elements including, but not limited to, the scope outlined below in 5.2.

Phase 3 will consist of applying the new name and logo/visual identity to a new website. Additionally, the new name/logo will be applied to business papers, marketing materials, social media, and other elements defined in Section 5.3 below.

5.          PROJECT SCOPE, BUSINESS/TECHNICAL REQUIREMENTS

We are relying on the Supplier to propose a creative process for our consideration. We request an explanation of Supplier’s design process and methodology and how it relates to this project.

5.1 Phase 1 - New name for ‘Child Care Resources’ and Tagline Development

Scope to include:

  • Minimum of 4-8 viable names for client review and selection.
  • Minimum of 6-10 taglines for client review and selection.
  • Two-three rounds of refinement on the original selection of both name and tagline.
  • Include timing and pricing to review recommendations for cultural relevance and appropriateness and for translating name and tagline in the following languages: English, Spanish, Somali, Traditional Chinese, Simplified Chinese, Russian, Vietnamese.
  • Provide preliminary search for availability of name and relevant URLs before presenting to the client. CCR will identify the legal team who will provide full search and trademark for name and potentially tagline.

          5.2 Phase 2 - Logo Design and Brand Style Guide

Logo scope to include:

  • Creation of a minimum of 4-6 logo design concepts for client review and selection.
  • Two-three rounds of refinement on the original selection, including color, font and tagline incorporation.
  • Upon client sign-off of logo, supplier will create a full, comprehensive logo for all versions of the logo: set to include digital format (RGB png, jpg, native file), print format (CMYK png, jpg, eps, native file), for each version of the logo (color, black and white, knock out, horizontal and vertical, with and without tagline).
  • Include timing and pricing to review recommendations as well as implementation of translated logos: English, Spanish, Somali, Traditional Chinese, Simplified Chinese, Russian, Vietnamese.

Brand Style Guide to include:

Brand Strategy

  • Strategy
  • Brand promise and pillars
  • Brand personality
  • Tone of voice
  • Tagline

Logo Standards

  • Logo overview
  • Logo color and format variations
  • Clearspace & Minimum logo size
  • Co-branding requirements     
  • Logo don’ts    
  • Color palette
  • Typefaces
  • Additional design elements
  • Photography look and feel
  • Design examples·      

          5.3 Phase 3 - Website & Collateral

Website scope to include:

-Creation of mobile first informational website

  • Display templates
  • Multiple language (https://protranslating.com/)
  • CMS
  • Asset creation based on brand style guide
  • Content integration
  • Connection to company CRM data as needed
  • Hosting solution
  • QA
  • Maintenance and support package

-QA and Administrative Training

-SM asset creation

-SEO plan

-Analytics

Collateral scope to include:

  • Brochure (Digital and Print,1 version, translated into English, Spanish, Somali, Traditional Chinese, Simplified Chinese, Russian, Vietnamese)
  • Business Cards - 1 template version
  • Letterhead - 1 printed (CCR Primary) and 6-7 digital (Program-specific)
  • 9 x 12 catalog envelope
  • 6.5 x 9.5 catalog envelope
  • #10 envelope (2 versions)
  • Address return labels
  • E-Newsletter templates (6-10 digital)
  • Background for virtual meetings
  • Social Media Branding: Facebook, Instagram, LinkedIn, Twitter, YouTube, Pinterest
  • PowerPoint Templates - 1 Core CCR Template, 1 Co-Branded/Program Specific
  • Presentation Folders/pocketed (1 version)
  • Logo Sticker (1 version)
  • Swag (T-shirts, mugs, sweaters, etc... would like a recommendation)

Designer to provide a minimum of 2-3 concepts for review.

Designer to be available for consultation, follow up, additional collateral scope for up to 24 months.

Additional elements may be identified by CCR or respondent and will be scoped separately.

                    5.4 PROJECT TIMELINE

The following schedules to be defined by the respondent. Please include details regarding key presentation/review dates. Allow for a minimum of 10 business days for CCR turnaround of feedback for key milestones (Concept presentations, first layout, final approvals) or large or mission critical elements (Name, Logo, Website) and 5 business days for subsequent materials and presentations.

Key Dates to Consider: We have our annual fundraiser in mid-October, 2021. Ideally, we would like to have the name, tagline and logo available to unveil for that meeting. Please indicate in your schedule if you will be able to provide these materials in time for this event.

Phase 1: Name & Tagline

Phase 2: Logo & Brand Style Guide

Phase 3: Website & Collateral

6.         PROPOSAL FORMAT

          6.1 Outline

          The elements that we would like to see included are:

                    1. Firm profile and history

                    2. List of key personnel dedicated to project and their qualifications

                    3. Examples of relevant project work and design style

                    4. Responses to Section 5 in narrative, list or project plan format; include                          attention to discovery and requirements tracking methodology, quality                              assurance

                    5. Proposed schedule with deliverables and milestones, including                                      phase-specific details

                    6, Cost estimate, including ongoing maintenance retainer or hourly rate

                    7. Relevant client references (minimum one current and one former)

                    8. Hourly rates for the different services provided

                    9. Additional information (press, marketing materials, testimonials, etc.)

           6.2 Expected Timeline

 CCR anticipates the following schedule for the RFP process:

  •  Release of RFP - Wednesday, May 12, 9:00 am (PST) 
  •  Questions to CCR - Wednesday May 19, 9:00 am (PST)
  •  Letter of Intent to Submit Proposal - Friday, May 28, 5:00 pm (PST)
  • Submissions Uploaded to CCR - Friday, June 11 by 9:00 pm (PST) 
  • Submissions Review Period - Monday, June 14 - June 25
  • Zoom Interview Sessions for Shortlisted Respondents - Week of June 28
  • Contract Award, Winning Vendor Notified, All Vendors Notified - Week of July 5

Proposals are due via electronic submission to Dropbox by 5:00 p.m. (PST) on Friday, June 11, 2021. Proposals received after that time will not be considered.

Proposals must be addressed to:

Joanne Fong

CCR Communications Manager

fong@childcare.org

 

Thank you for your consideration of this RFP.