Request for Proposal For

REQUEST FOR PROPOSAL FOR

GRAPHIC ARTIST SERVICES

I. Contact Information

Host Organization: Indiana Black Expo, Inc.

Key Contact Person: Vernon A. Williams

Job Title: Vice President Communications

Mailing Address: 3145 North Meridian Street

Indianapolis, Indiana 46208

Phone: (317) 923-3044

Fax: (317) 925-6624

Email Address:

Web Address: www.indianablackexpo.com

Preferred Method of Communication – EMAIL

II. Profile

Needs: Marketing collateral graphic work for all IBE programs and events, including Summer Celebration and Circle City Classic®

About Indiana Black Expo, Inc.

Indiana Black Expo, Inc. is a nonprofit 501(c)(3) organization with 12 chapters in the state of Indiana. Its mission is to serve as an effective voice and vehicle for the social and economic advancement of African-Americans.

III. Requirements

A. Specifications

IBE will make available upon request the 2010 collateral for programs and events with graphic designer. Unless noted otherwise, a flier, invitation, and program will need to be created for the following programs or events[1]:

Program/Event Date Deadline

Statewide Leadership Conf. April 28 April 01, 2012

(flier only)

Classic Scholarship Application April 15 March 30, 2012

IBE Statewide Conference. April 28 April 02, 2012

(flier and program only)

Annual Report April April 02, 2012

Volunteer Recruitment (flier only) May April 15, 2012

Summer Celebration July May 01, 2012

· Black Business Conference Brochure only

· Elected and Appointed Official Reception ( standard invitation and program only)

· Mayor’s Breakfast ( standard invitation and program only)

· Media Reception (standard invitation and program only)

· Black Business Conference Reception (standard invitation, program and drink ticket)

· Education Conference (Application & Program only)

· Celebrity Basketball Game, Slam Dunk Contest & Holla Back Teen Forum (flier only)

· Calendar of Youth events flier, including Youth Entrepreneur Series Kids World, Children’s Day , and Youth Leadership Summit

· Film Festival (flier and program only)

· Corporate Luncheon (invitation, RSVP card, tickets, & program)

· Employment Opportunity Fair (flier only)

· Fashion Show (program only)

· General Summer Celebration flier—highlighting Exhibition Hall, Cultural Arts and History Exhibit, and Fashion Show (flier only)

· General Summer Celebration entertainment flier highlighting All White Kick-Off Party, Music Heritage Festival Outdoor Concert, and Sunday Paid Concert (flier only)

· Praise and Worship Service (flier and program)

· 5 additional fliers or palm cards (if needed and upon request)

Circle City Classic® October 06, 2012 August, 1, 2012

· Classic Volunteer Brunch (invitation program, banner, signage to welcome attendees and acknowledge sponsors)

· Classic Youth Football and Cheerleading Clinic (t-shirt design, ad, banner, signage to welcome attendees and acknowledge sponsors)

· Classic Coronation (tickets, banner, program, ad, signage to welcome attendees and acknowledge sponsors)

· Classic Prayer and Praise Worship Service (palm cards)

· Golf Outing (palm cards, signage to welcome attendees and acknowledge sponsors, banner)

· Classic Coaches’ Luncheon (invitations, tickets, program, envelopes, signage to welcome attendees and acknowledge sponsors, banner)

· Classic Pep Rally (Banner, Palm cards)

· H.S. Football Game (program, banners, signage to welcome attendees and acknowledge guests, t-shirt design, palm card, ad)

· Cabaret (Banner, palm card)

· Gospel Music Explosion (palm card, ad)

· Comedy Jam (palm card)

· Tailgate (palm card)

· Game (program, ad, signage to welcome attendees and acknowledge sponsors, banner, t-shirt design, palm card)

· Parade (program, signage, banner, t-shirt design, palm card, ad)

· Parade Viewing Reception (invitation, signage to welcome attendees and acknowledge sponsors)

· VIP Kick-off Reception (invitation, signage to welcome attendees and acknowledge sponsors, banner)

· Five (5) additional designs for an invitation, banner, signage, palm card or ad if needed and upon request

IV. Proposal Specifications

· The RFP issuer expects all work will be performed in a professional manner.

· IBE will provide all photographs, logos and other information needed by graphics designer.

· Graphics designer may be asked to resize entertainment fliers or palm cards for specific ad specifications at no additional cost.

· Timelines above are subject to change.

· IBE will own all work and raw files will be submitted to IBE following each project.

· Following bid selection, a contract will be executed by the parties.

Questions:

Direct all questions and requests for additional information regarding this RFP to the contact person designated in Section I (Contact Information).

Decision Making Process:

Vernon A. Williams, Vice President Communications

Timeline:

· RFP Published Date: 3/15/2012

· RFP Distribution Date: 3/19/2012

· Proposal Due Date and Time: 3/02/2012 5:30 P.M. (EST)

· Decision Date: 2/09/2011

Decision Notification Method – EMAIL

Instructions for Responding:

· Each proposal responding to this RFP must include the information requested in Section V (Proposal Content) of this RFP (in the order presented).

· Expenses related to the preparation and completion of a response to this RFP are the sole responsibility of the vendor.

· The proposal with the lowest dollar amount will not necessarily be considered as the best proposal.

· Incomplete and/or late responses will not be considered.

V. Proposal Content

Each proposal responding to this RFP must include the following information (in the order presented here):

Company Name:

Mailing Address:

City:

State/Province:

Zip/Postal Code:

Country:

Web Site:

Primary Contact:

Full Name:

Job Title:

Employer:

Mailing Address:

City:

State/Province:

Zip/Postal Code:

Country:

Phone:

Fax:

Mobile Phone:

E-mail Address:

Web Address:

Experience:

For how many events of similar size and scope as the one described in Section II of this RFP has the company provided services in the past three years?

When was the company founded?

What is the company’s scope of services?

Describe the company’s working relationship with the facility selected for this event (named in Section II – Event Profile)?

Can the company meet the event’s specific staffing requirements with its own staff?

References:

Provide three references for design jobs similar in size and scope to the one outlined in Section II (Event Profile) of this RFP.

Attachments:

The following are attached to this proposal:

· Listing of all services and related costs the company will provide

· Submit no less than 10 samples of previous work

[1] The titles of programs or events are subject to change.