Graphic Design Services for the Organization's Annual Report
The Organization requires the Contractor to assist with the Organization's 2010-11 Annual Report strategy and concept development, art direction, production, project management, quality assurance, author's alterations, acquisition of stock photos and illustrations, preparation of final art files for printing, preparation of Web-ready PDF versions, export of final English and French texts into MS Word for the Organization to use in creating HTML versions of the report, provision of all original images, layered source files and final finished files on DVD for the Organization use immediately after project completion.
2. Description of Services Required
2.1 Design Concepts for print and electronic media
The Contractor will be required to (but not limited to) provide the following as required by the Project
Authority:
Develop design strategy and concepts and provide three (3) acceptable design concepts based on consultation with the Project Authority. The chosen design out of the three (3) concepts provided to the Project Authority will become the property of the Crown.
Provide art direction to ensure a high quality product in keeping with the approved concept and design.
2.2 Project Management
The Contractor will be required to provide all project management services required to co-ordinate and oversee the graphic work to its completion, including (but not limited to):
Design management
Provide status reports for work in process as required by the Project Authority.
The Contractor will provide the CNSC with a proposed project timeline with key milestones to achieve delivery of digital English and French bound copies of the report by 31 July 2010 and formal offset printed documents by 13 August 2010.
Quality assurance of all work completed by the Contractor.
Client and supplier liaison and meetings
Photo research as needed
Presentations
Troubleshooting
The Contractor must designate a Project Manager (primary point of contact) for this contract. The Project Manager must be available to attend meetings in person, on behalf of the Contractor, at the CNSC offices in Ottawa, Ontario as required by the Project Authority.
2.3 Creative Consultation, Research and Concept Development
The Contractor will provide consultation, brainstorming and research services related to concept
development and creative/graphic design. Consulting services will be required in person at CNSC's 280 Street location to develop and present creative for the project. The Contractor's primary point of contact will be required to be available Monday to Friday, for face-to-face meetings within one (1) day business of notification by the Project Authority at all times as required, to discuss the project.
2.4 Layout and Design Production
The Contractor will be responsible for the process of putting all of the elements together up to the final stage to be used by the Project Authority, the printer and the Web master in production of the final annual report.
The Contractor will be required to complete the final layout, including (but not limited to) the following:
Create design options and finished mockups for presentation to CNSC management
Create layout and production files using Adobe InDesign and other Adobe Suite software as appropriate
Conduct continuous quality control to ensure proper formatting and spelling/grammar
Use and incorporate client-supplied English and French texts provided in Microsoft Word
Prepare typographic elements as part of the design and layout of text as required. All text will be of a suitable resolution according to current industry standards for the media and the trade.
Research photos and images (illustrative, photographic etc.) as needed and acquire those images as part of the contract
Import or recreate any supplied charts, graphs and tables in the layout as required
Problem solve design issues as they arise during the layout
Key-in changes or corrections to text or images
Prepare final electronic artwork for production as well as exported text files for HTML versions
2.5 Design rendering and (non-technical) creative illustration for print and
Web/electronic media
The Contractor will keep notes and all visual aids of the concept development and design interpretations resulting from the creative consultation. The Contractor will be required to (but not limited to) provide the following as required by the Project Authority:
Design preliminary design thumbnails (either electronic or hard copy) for approva by the Project Authorityl;
Create full comprehensive (non-technical) creative illustrations in the size indicated by the Project Authority;
Create graphs, tables and/or charts;
Create or acquire images for print or Web;
Retouch supplied photographs and/or images as required;
Revise the selected concept to produce a final design for approval (changes after this point will be considered author's alterations);
Prepare and provide comprehensive colour mock-ups of all design proposals and their subsequent revisions either in hardcopy or PDF, as per instructions from the Project Authority;
Design, create and/or modify PDF files;
Convert files from word processing software as required;
Convert final documents to text format (i.e. MS Word) as required;
Complete print specifications as required.
2.6 Final Design Product - Final Files for Print, Web/Electronic Media
The Contractor will provide final artwork for print and Web products to the Project Authority. Final electronic artwork/files and laser proofs shall be produced as follows:
The Contractor will return all completed work in PC-readable formats and will include all related files (i.e., layered or native files, text files, electronic files, graphics, fonts, font suitcases, images etc.) as well as the output proofs. These files shall be supplied on current electronic media such as CDs or DVDs as specified by the Project Authority.
Special instructions, including (for example) trapping, spreading, choking information, will be provided with the electronic media as needed.
Scanned images will be supplied on the specified media as well as fonts and all other electronic sources required to proceed.
All final deliverables destined for Web sites (pdf files) must be created and compiled using industry standard software packages and must be ready for posting to a Web server. The default for CNSC includes a) final print-ready PDFs b) final Web-ready PDFs with active Table of Contents and hyperlinks throughout the document c) final English and French exported text files in MS Word, as well as actual-sized JPGs of all charts and images, ready for CNSC's Web team to build the HTML versions of the document
All illustrations and photographs will be in place in final files.
Filename extensions must be properly updated in all layouts and must include appropriate extensions (ie..filename.eps, filename.indd).
A laser proof (output from a laser printer, laser-image setter or equivalent) will be supplied with the electronic media identifying all particulars of production, for use by the printing firm.
Colour divisions to accommodate non-four-colour-process aspects of the report, such as additional PMS colours, metallics, transparent inks, embosses, diecuts, special varnishes or other specialized printing considerations will provided and clearly demonstrated on laser proofs and approved by client.
All sets of files for electronic media must be accompanied by colour laser proofs demonstrating the on-screen appearance of the final product.
2.7 Quality Assurance
The Contractor shall initiate whatever quality control procedures are necessary to achieve error-free
components including but not limited to:
Quality assurance all of the work performed by the Contractor and its sub-contractors;
Quality assurance of changes to client-supplied typographic elements including word breaks in English and French and text reflow.
Proof reading all English and French text/copy created by the Contractor or its sub-contractors
Proofreading all keyed-in changes or corrections to texts performed by the Contractor.
Reviewing all changes or corrections to images
2.8 Author's Alterations
Alterations or any alteration to the design, texts or illustrative matter that is requested by the Project Authority and is not a correction to the Contractor's own work will be identified to the Project Authority before performing the work, along with an assessment of any impacts to the contract amounts, if applicable. The Contractor will complete Author's alterations as directed in writing by the Project Authority.
2.9 Design Considerations
All materials produced for the CNSC must respect all applicable Government of Canada and CNSC policies, standards, guidelines and regulations. All materials produced should display the Federal Identity Program, the Canada wordmark, and the correct CNSC corporate colours (if they are part of the approved design). Use of these marks is governed by Government of Canada guidelines available online at: http://www.tbs-sct.gc.ca/fip-pcim/index_e.asp and from the CNSC upon request.
All electronic products must reflect:
the Common Look and Feel (CLF) guidelines published by TBS at
http://www.tbs-sct.gc.ca/clf2-nsi2/index-eng.asp
Communications Policy :
http://www.tbs-sct.gc.ca/Pubs_pol/sipubs/comm/siglist_e.asp
Publishing - Policies and Publications:
http://www.tbs-sct.gc.ca/pubs_pol/ciopubs/TB_CP/siglist_e.asp
2.10 Service Standards:
The Contractors's primary point of contact or a designated replacement will be expected to respond to the Project Authority upon notification of any requirement by the Project Authority within four (4) business hours. The Contractor's primary point of contact or a designated replacement will attend an initial consultation meeting within twelve (12) business hours of the Contractor being notified by the Project Authority. The Contractor will provide the initial design concepts for approval by the Project Authority within ten (10) business days of the final consultation and/or design development meeting. The Supplier will deliver the final print-ready files and/or materials to the Project Authority by July 20, 2011.
3. Tasks to be Performed
The Contractor will be required to perform the following tasks:
design development and refinement;
layout and design;
photography/image research and recommendation;
quality assurance and proofreading;
production of print and electronic files;
attending meetings;
provide project management and advice.
4. Deliverables
The Contractor will deliver the following to the Project Authority:
Print- and Web-ready files (Native format files using Adobe InDesign CS4);
high-quality press-ready PDF files and Web-ready PDF files (with active Table of Contents and hyperlinks);
All associated graphics files and photo image files in native formats (eps, psd, tiff) and MS Word versions of all final text in English and French contained in the production layout files, including all photo and figure caption text and with the insertion points for all photo images and graphics used in the production layout files;
All photo images and graphics files placed in the layout files, in separate English and French folders, indicating the photo label and the page number where the image has been inserted into the layout file. Photos must also be provided for the HTML version as cropped, full-sized JPGs.
