Request for Proposals
Creative Services and
Graphic Design
Distributed: March 29, 2017
Due: April 21, 2017
I.
Introduction
Sheltering Arms Early Education and Family Centers is seeking a qualified and committed
vendor to assist the organization with creative services and graphic design support. The
successful partner must demonstrate relevant experience and have a passion for nonprofit work
and the metro Atlanta region in general ― and the mission of Sheltering Arms specifically.
II.
Purpose
Sheltering Arms is soliciting proposals from interested vendors to provide the outlined services
to deliver on the objectives described in Section V - Scope of Services. Proposals are to be
submitted in accordance with Section VI - Proposal Instructions.
III.
About Sheltering Arms
While delivering mended clothes to Atlanta's street children in 1888, members of a church
sewing circle discovered a young child in unsafe conditions. She had been left alone all day
while her mother was at work in a mill. Moved by compassion, the women began providing child
care and family support for the working poor, using an abandoned boxcar as their first location.
In 1890, the women formally chose the name "Sheltering Arms" for their child care work.
Today, Sheltering Arms is one of the country's most respected non-profit child development
programs. The organization currently serves more than 2,400 children daily at 15 centers in five
metro Atlanta counties. Sheltering Arms educates and cares for children ages 6 weeks to 5
years, Monday through Friday, from 6:30 a.m. to 6:30 p.m. With low staff-to-child ratios,
teachers are committed to providing a safe and healthy environment where young children can
thrive, achieve developmental milestones, and master the skills necessary for success in
school. Leveraging our expertise in early education, we established the Georgia Training
Institute (GTI) to provide training to early education professionals and share best practices.
Almost 130 years later, our mission remains unchanged: To nurture and educate children,
strengthen families, and build communities.
The Board of Directors of Sheltering Arms has completed a five-year strategic plan for the
organization and identified the following priorities:
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Define and articulate a contemporized Sheltering Arms brand.
Increase and diversify revenue streams.
Become operationally excellent.
Leverage our unique, powerful and informed voice to shape public perception and
policies that affect children and families.
Strategically engage community and government partners in a meaningful way.
Increase our rigor and discipline on measuring impact and utilizing data to drive
transformation.
Take an entrepreneurial approach to professional development for our staff and others in
our field.
The winning vendor will have access to the strategic plan, as well as the insight that went into
crafting the plan and the priorities articulated above.
Sheltering Arms RFP for Creative Services and Graphic Design – Page 2
IV.
Key Audiences
The following are the currently identified primary and secondary target audiences.
Primary
 Current and prospective parents/family members
 Donors and volunteers
Secondary
 Community partners (i.e. early learning stakeholders, other early care providers, Georgia
Training Institute adult learners/students, etc.)
 Policy makers, such as federal, state and local elected officials
 Sheltering Arms alumni and their families
 Current and prospective staff
V.
Scope of Services
Creative Services/Graphic Design
Sheltering Arms has recently completed a rebranding process and is now looking to engage an
experienced vendor to redesign our current branded assets, excluding the website, and develop
newly-branded collateral. Initial concepts will be provided.
Objectives
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Incorporate the new brand identity in existing print materials
Conceptualize, design and produce new collateral. Copy and photographic images can
be provided.
Develop templates for future ad hoc material.
Maintain a consistent look and feel.
Deliverables
General agency, site-specific and fundraising-specific collateral, which includes, but is not
limited to:
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Newsletter template (digital and print)
PowerPoint templates (2-3 options)
Editable flyers for 2-4 events
Email signature line graphic
Business cards
Letterhead
Direct mail postcards (3)
Fundraising thank you mailer
Design theme for signature event:
o invitation
o sponsorship guide
o program
o PowerPoint template
o Event signage
Sheltering Arms RFP for Creative Services and Graphic Design – Page 3
All final artwork and print materials will be owned by Sheltering Arms (including data files).
Sheltering Arms will need the ability to update and maintain files for future use as needed.
Software Compatibility
Adobe Creative Suite (InDesign, Illustrator or Photoshop)
Online Resource
Sheltering Arms Brand Concept Presentation
VI.
Proposal Instructions
Proposals should be addressed to the attention of Keisha Simmons, Director of Marketing and
Communications, and submitted electronically, in PDF format, to
[email protected] by Friday, April 21, 2017, no later than 5 p.m. ET. Hand
delivered proposals will not be accepted.
Questions regarding this solicitation may be submitted to Keisha Simmons via email at
[email protected] no later than Friday, April 7, 2017.
Sheltering Arms reserves the right to cancel this RFP in whole or in part. Sheltering Arms
reserves the right to seek additional proposals beyond the final submission date if, in their
discretion, the proposals received do not meet the guidelines, requirements, or expressed intent
of the RFP.
A complete proposal shall, at minimum, include the following information (in no more than
8 pages):
1) A cover page that clearly identifies the name of your firm.
2) A cover letter introducing your firm, name of your firm's authorized representative and
primary point of contact for this proposal (include phone and email), business
certifications and contents of your proposal.
3) An executive summary that includes your proposed approach for this project, your
philosophy and a statement about why your firm is the best fit for Sheltering Arms.
4) A description of your firm's capabilities including:
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brief biographies of key project team members, including relevant experience and
credentials;
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three case studies, within the past two years, of similar services you have provided
clients and/or work with nonprofit clients or early education clients; and
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information on partner companies and/or independent contractors who will perform
work on this project, specifying services to be provided.
5) A minimum of three client references, within the past two years, including point of
contact name, title, company, address, phone and email and a brief description of work
performed.
Sheltering Arms RFP for Creative Services and Graphic Design – Page 4
6) Examples of your firm’s commitment to diversity, empowering communities and
corporate social responsibility. In particular, include examples of your firm's pro-bono
engagements.
7) A description of your account management approach for initiating services and working
with the Marketing and Communications Director to complete the project.
8) A detailed line-item cost estimate to include description of services, rate structure, hours
and any other pertinent information to be considered. In addition, specify your firm's
willingness to offer nonprofit pricing and/or provide pro-bono services.
VII.
RFP Timetable
ACTIVITY
RFP distributed
Deadline to submit questions
Responses to questions provided
Proposals due
In-person presentation (top 3 candidates only)
Selected firm notified
Work commences (estimated)
DUE DATE
March 29
April 7, 5 p.m. ET
April 11
April 21, 5 p.m. ET
April 24, 25, 26
May 1
May 7
VIII. Evaluation Metrics
The respondent whose credentials and submittal best meet the needs of Sheltering Arms will be
selected. The award is subject to review and approval based the proposal’s thoroughness,
responsiveness to the RFP, demonstrated understanding of the purpose and desired outcomes
of the goals expressed in the RFP, and competitive cost.
Sheltering Arms RFP for Creative Services and Graphic Design – Page 5