Port of Kennewick Vista Field Branding Project Proposers Questions & Port Responses

Transcription

1 Port of Kennewick Vista Field Branding Project Proposers Questions & Port Responses General Q: Is there a name for the development beyond the Vista Field Project? A: The official name is Vista Field. Q: Who will be the decision maker for this project? A: It is anticipated that Port staff will make a recommendation on the selected brand identify elements to the Port Commission. The Port Commission will make the final decision. Q: What role will the Project Manager play? And what level decision making should we expect from that person? A: The Project Manager will be the primary point of contact for the selected Proposer and work with them to answer questions, provide information and give feedback on the design elements throughout the process to keep the project moving forward. This person will also coordinate any meetings or information needs with other Port representatives. The project manager will not be a final decisionmaker that will be the Port Commission. Q: Who would we be working with directly during this project? A: With the Port project manager. Q: Are you asking for bids outside of our region? A: The RFP is posted on the Port website, so Proposers from outside the region may decide to submit a proposal. Q: Is it open to freelancers? A: Yes. Q: What s the longest period you worked with a branding agency? A: We have been under contract with an agency of record for four years. 1

2 Q: What is the penalty for missing a set deadline? A: The Port project manager will work with the selected Proposer to keep the project on track. If both parties deem an extension is necessary, the Port will make that determination. Q: Upon winning this opportunity, will it open doors to fulfilling future marketing projects for the Port of Kennewick and Vista Field (video, print jobs, social media, etc.) A: Being selected to perform this scope of work does not guarantee future marketing projects. Q: Is there an opportunity for the team to listen to the Port s vision for branding prior to our submittal of the proposal? A: It will not be possible to have this discussion before submitting a proposal, as the Port wants to ensure all Proposers have an equal opportunity for being selected for this work. We encourage Proposers to visit the Vista Field webpage on our website ( where there is a significant amount of information about the project, vision and public input. Additionally, once a Proposer is selected, we will have meetings with Port representatives and the vendor who conducted the Vista Field public meetings and community charrette sessions to hear the vision and review community input from previously held charettes and other community engagement documents, meeting notes, etc., about the Vista Field project. This will help the selected Proposer assess and gain insight to guide the look, feel and style of the brand visual identity elements. These meetings may occur via phone, video conference (e.g., Skype), or in person in Kennewick, Washington. See later questions about anticipated meetings time commitments. Q: What is the potential of contracting with Vista Fields for becoming the their branding company to manage it? A: The Port will put in the infrastructure for the project. However, Vista Field commercial and residential buildings and homes will ultimately be built by private developers. This brand will serve for the ports efforts in fostering development. However, it will be up to the various private developers to market their own commercial/residential sales or leases on the site under the umbrella of the Vista Field brand. Q: Are the other future developments/ projects in the area going to be similar to this project for potential to get referred for branding design projects? A: Vista Field is a unique development for the area. However, the Port may be called by local developers or other public agencies requesting the name of the company or individual who developed this brand. 2

3 Scope of Work Q: What level of involvement will the Port of Kennewick s project manager have in helping the awardee come up with design concepts? Will the awardee be solely responsible for conceptualizing artwork based off information that has already been collected, or will the Port s project manager help provide clear vision and guidance in relation to the concepts? A: The Port project manager, Deputy CEO and contractor who performed all of the public involvement and community charette sessions will provide background and information regarding those sessions and what the public shared regarding the desired vision and vibe for Vista Field, which will help guide the selected Proposer in the conceptualization of the brand elements. Throughout the process, the Port s project manager will provide feedback, answer questions, or provide additional information, etc., so the selected Proposer is not working in a silo. Q: it says "serve as part of a project team to review and assess community input..." This is open ended. Please provide an idea as how much time this will take? A: We anticipate up to five group meetings totaling not more than seven hours for the selected Proposer to meet with Port representatives and the vendor who conducted the Vista Field public meetings and community charrette sessions to hear the vision and review community input from previously held charettes and other community engagement documents, meeting notes, etc., about the Vista Field project. This will help the selected Proposer assess and gain insight to guide the look, feel and style of the brand visual identity elements. These meetings may occur via phone, video conference (e.g., Skype), or in person in Kennewick, Washington. Following those initial meetings, the selected Proposer and Port s project manager would jointly determine when periodic calls or meetings are needed to fulfill the scope of work. From the Port s perspective, much of the design work could happen electronically with some calls to answer questions/provide clarifications or to discuss design direction. Additionally, we anticipate a need for up to two additional meetings up to 90 minutes each with the larger group of Port representatives to present draft elements for feedback. Finally, it is anticipated that there will be a presentation of the staff recommendation of the brand elements to the Port Commission. This presentation to the Commission would be a public meeting and could be done via phone, video conference or in person in Kennewick, Washington, depending on the location of the selected Proposer. Q: What if it goes past 5 revisions? A: We will work with the selected Proposer to negotiate a fixed rate or hourly fee for additional revisions beyond five. 3

4 Q: it says "identify three color palettes...both primary and secondary color recommendations". Please clarify what you mean by "secondary color recommendations". A: What we mean by secondary color recommendations are the additional approved colors that complement the primary colors and used to broaden the palette of the primary colors to provide visual interest. For example, here is the primary and secondary color palette from a national brand s style guide that is available online: Q: In a couple of places you use the term "color lockup". Please define. A: Thanks for asking for this clarification. We will certainly need the selected Proposer to identify how the brand should appear in its final form in the style guide, including the clear space/border to be maintained around the brand elements. However, in this case we are referring to a white or other appropriate solid color margin to be included around logo for optimal appearance on dark or photographic backgrounds. 4

5 Brand Usage Q: How do you see this logo being used? Will it normally be next to the Port of Kennewick logo, or would it be used independently? A: The Vista Field brand will primarily be used on its own. There may be an occasional use where the Port logo may be used near the Vista Field logo. However, the Port logo should not be a consideration when designing the Vista Field brand, as that brand is intended to drive all signage, print and digital items about the project. Q: How do they envision themselves using the logo? How will they apply this identity? A: We anticipate utilizing the logo/identity on site signage, the Port website including a Vista Field landing page, and on print and digital project, business, and/or marketing materials. Q: Where are you planning to take this brand? A: We anticipate utilizing the logo/identity on site signage, the Port website including a Vista Field landing page, and on print and digital project, business, and/or marketing materials. Q: Please give examples where this brand would be applied in? A: We anticipate utilizing the logo/identity on site signage, the Port website including a Vista Field landing page, and on print and digital project, business, and/or marketing materials. Q: Will you make money from this logo? A: No. Q: Are you going to sell merchandise from this brand? A: Not anticipated nor currently planned. Q: What will you do with future rebranding from the original brand concept(s)? Who will manage it? How? A: There is no intention for future rebranding from the original brand concept. 5

6 Q: Do you intend to modify the brand? A: The intent is to receive a finished brand that will never need to be modified. However, if an unforeseen circumstance arises where the brand does need to be modified, that is a possibility. But again, not anticipated nor currently planned. Meetings Q: Where will project meetings be held and how many are expected? A: All meetings may occur via phone, video conference (e.g., Skype), or in person in Kennewick, Washington. We anticipate up to five group meetings totaling not more than seven hours for the selected Proposer to meet with Port representatives and the vendor who conducted the Vista Field public meetings and community charrette sessions to hear the vision and review community input from previously held charettes and other community engagement documents, meeting notes, etc., about the Vista Field project. This will help the selected Proposer assess and gain insight to guide the look, feel and style of the brand visual identity elements. Following those initial meetings, the selected Proposer and Port s project manager would jointly determine when periodic calls or meetings are needed to fulfill the scope of work. From the Port s perspective, much of the design work could happen electronically with some calls to answer questions/provide clarifications or to discuss design direction. We anticipate a need for up to two additional meetings up to 90 minutes each with the larger group of Port representatives to present draft elements for feedback. Finally, it is anticipated that there will be a presentation of the staff recommendation of the brand elements to the Port Commission. This presentation to the Commission would be a public meeting and could be done via phone, video conference or in person in Kennewick, Washington, depending on the location of the selected Proposer. Q: Would the Port consider doing all meetings via Skype if the budget does not allow for travel expenses? A: Yes. All meetings may occur via phone, video conference (e.g., Skype), or in person in Kennewick, Washington. 6

7 Period of Performance Q: It says "extending the period of performance, if any, shall be at the sole discretion of the Port of Kennewick". This is also open ended. What if the project drags on and on...will the designer be compensated for additional hours caused by indecision? A: The Port works to be a good partner with all of its vendors. If there was a delay in a decision on the final brand elements that actually caused more work for the selected Proposer, versus simply a delay of time while the brand elements are deliberated, we would work with the selected Proposer to determine the appropriate hourly or fixed rate fee addition to the contract. Q: Is the timeline flexible for the creative process? A: If during the course of the creative process, it is determined that the timeline should be extended, the Port would make that decision. However, the timeline was developed to complete the brand prior to major work happening at the site. Proposal Submission, Format & Selection Process Q: Is there a specific time that proposals are due by on September 5th? A: By midnight Pacific Time. Q: It says "all proposal must be submitted in PDF on 8.5" x 11" paper. Please clarify whether you're requesting a digital pdf...or a printed document? A: All proposals should be submitted digitally to the address noted in the RFP. Q: How will the Port of Kennewick determine best value? Are components weighted/scored, and is there an area that is being weighted more heavily than others? Such as, the technical component (Part 2) being more important than the cost component (Part 3)? A: The Port will utilize the evaluation criteria outlined in the RFP to assess each proposal. The four areas: Qualifications & Demonstrated Expertise, Qualified References, Quality & Completeness of Proposal and Suggested Approach, and Overall Best Value will be weighted equally. The overall best value for the Port will be determined by looking at pricing combined with the Proposers Qualifications & Demonstrated Expertise, Qualified References, and Quality & Completeness of Proposal and Suggested Approach. 7

8 Q: Will the people that will be evaluating the RFP have a technical understanding of branding and the branding/process (meaning will they understand industry jargon in the proposal)? A: Yes. Q: How are you seeing us as prospective bidders? I haven t updated our MSRC roster in a while and just want to make sure that we continue to have the port identify us as potential bidders. A: All Proposers who submit an RFP will be equally considered. The Port does not utilize the MRSC roster. Cost Component Q: Does the $15,000 include project expenses, such as travel? A: If your proposal will include any costs that would not be included in your fixed price bid based on the services detailed in the RFP document, please note those costs. Travel costs for this scope of work are not included and will not be reimbursed. Q: It says "Travel costs...will not be reimbursed". Please define the extent of travel the designer can expect. A: There is no required travel for this scope of work. If the selected Proposer wishes to travel to the Port of Kennewick offices on Clover Island in Kennewick for any meetings, that would be welcomed but not required. Meetings may occur via phone, video conference (e.g., Skype), or in person in Kennewick, Washington. Q: How firm is this budget? A: The Port does have some flexibility in the budget. Please keep in mind, that this work will be paid for with public funds and the Port is a municipal entity that must meet the expectations of both the region s leaders and its citizen taxpayers. As such the Port must carefully consider any and all expenses associated with the conduct of its business. 8

9 Records Q: Please identify who (or what agencies) might need to inspect our records. A: The Port is a public agency, therefore anyone can submit a public records request to receive Port records these records would include any proposals submitted or s sent to the Port for the RFP. This clause does not mean a person or agency can come to your place of business to inspect records. Q: Can a list of all bidders who have received this RFP be made available prior to the RFP deadline? A: Here is the list. Additionally, the RFP is posted on our website for any Proposer to review and submit a proposal. Another Brad Idea Aristotle Artmil Design Ashbeck Design BHW1 Brandcraft BrandStrategy Crespo Creative GDS Great Destination Strategies Gravitate Focal Point Marketing Haven Creative Hoursix Consulting i3global Klundt Hosmer North Star Paper Rocket PS Media Rusty George Creative Sara Nelson Design Selbert Perkins Design SFMoss Brand Strategy WinSome, Inc Versatile Media Group 9