Project Information

Bid Title

2715 RFP Graphic Design, Printing and Mailing Services

Issuing Agency

Contra Costa Water District

Location

California

Published Date

Mar 26, 2026

Closing Date

Apr 23, 2026

Government Level

State & Local

Status

Closed

Ref. #

2715

Original Source

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Bid Documents

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Project Description

Bid Number:	2715
Bid Title:	2715 RFP Graphic Design, Printing and Mailing Services
Category:	Request For Proposals
Status:	Open

Description: https://vendors.planetbids.com/portal/52380/bo/bo-detail/140046 Publication Date/Time: 3/26/2026 4:00 PM Closing Date/Time: 4/23/2026 4:00 PM Related Documents: 2715 RFP Graphic Design Printing and Mailing Services

Attachment Preview

CONTRA COSTA WATER DISTRICT

REQUEST FOR PROPOSALS

RFP # 2715 Graphic Design, Printing, and Mail Services

Issued: March 26, 2026

Submittal Deadline: Wednesday, April 23, 2026 at 4:00 p.m. (PST)

to

Contra Costa Water District

1331 Concord Avenue, Concord, California

Attn: Judy Phan, Purchasing Officer

*It is the proposer’s responsibility to read the entire document, any addendums and to comply with all requirements

listed herein. Any addenda to this Request for Proposal (RFP) will be directed to all participating proposers. It is the

proposers’ responsibility for any addendums, notices, or changes to the RFP or RFP process.

I.

About CCWD

Contra Costa Water District (CCWD) was formed in 1936 to provide water for irrigation and industry

and now serves approximately 550,000 people in central and eastern Contra Costa County. CCWD is

a local service agency known as a special district. Being a special district allows us to have a single

well-defined focus to meet a specific need. We provide a vital service of keeping the water flowing to

our community.

Website: http://www.ccwater.com

II. Notice of Inviting Proposals

A. Submittal of Proposals

An electronic proposal (in searchable PDF format) and Attachment B – Pricing, shall be submitted

as separate files via the relevant procurement page at CCWD’s PlanetBids Portal below. No hard

copy, emailed, or faxed proposals will be accepted. No proposals will be accepted after the due

date and time and will be deemed unresponsive.

https://vendors.planetbids.com/portal/52380/bo/bo-detail/140046

B. Pre Proposal Meeting-Optional

At this time, CCWD will not be conducting a voluntary or mandatory pre-proposal meeting.

C. Conditions of Request for Proposals

Terms of Agreement

This service is for a three (3) year base period Fiscal Year 2027 (FY27) July 1, 2026, through June 30, 2027,

(FY28) July 1, 2027, through June 30, 2028, (FY29) July 1, 2028, through June 30, 2029; with two (2) one (1)

year priced options for (FY30) July 1, 2029, through June 30, 2030 (Option 1) and for (FY31) July 1, 2030,

through June 30, 2031 (Option 2).

Liability of Cost and Responsibility

CCWD is not responsible for any costs incurred in preparing a response to this RFP. All expenses

associated with responding shall be borne solely by the submitting individual or organization.

Respondents shall hold CCWD harmless from any liability, claims, or expenses arising from or related to

their participation in this process. All materials submitted become the property of CCWD.

Insurance

CCWD has implemented an insurance compliance program requiring all vendors providing products or

services to maintain appropriate insurance coverage before any contract is issued. Once the most

responsive proposer is identified that vendor will have 15 days from selection to submit all required

insurance documents, following the provided example, and to register with CCWD’s insurance

compliance tracking system, MyCOI. Failure to provide the required insurance documentation within this

timeframe may result in the proposal being deemed unresponsive.

Page 2 of 4

Business License

Business licenses will be verified with the issuing agencies and references will be checked.

Prevailing Wage

Pursuant to Section 1770, et seq., of the California Labor Code, the successful proposer shall pay not

less than the prevailing rate of per diem wages as determined by the Director of the California

Department of Industrial Relations. Proposers can download the current prevailing rate of per diem

wages directly from the California Department of Industrial Relations.

(http://www.dir.ca.gov/dlsr/pwd/index.htm ).

Equal Employment Opportunity

CCWD is committed to equal employment opportunity for all employees and applicants. We prohibit

discrimination based upon race, color, religion, marital status, age, national origin, physical or mental

disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender

identity or expression, veteran status, or any other actual or perceived status protected under federal,

state, or local law. Employment decisions are based on individual qualifications and performance.

RFP Notices

CCWD has included the Bid/Proposal General Provisions (Attachment D) to help explain CCWD’s bid and

proposal process. The attached proposal requirements must be completed and provided by the

respondent. The information will be the basis for evaluation of cost between respondents and will be

the basis for actual charges for services performed under the terms of this contract. Submission of a

proposal constitutes acceptance of CCWD’s Purchase Order Terms and Conditions/Sample Agreement

(Attachment F). Failure to indicate herewith any exceptions to the Purchase Order Terms and

Conditions/Sample Agreement shall forever waive any such exceptions, see the Proposal Guarantee

(Attachment E).

Accessibility Compliance

Unless otherwise specified herein, proposers shall be required to provide all electronic deliverables or

digital content described in this RFP, including documents, websites, or web services to be provided, in

a form which meets Americans with Disabilities Act (ADA) requirements. Specifically, electronic

deliverables or digital content shall adhere to and be compliant with Web Content Accessibility

Guidelines (WCAG) 2.1, Level AA. See https://www.ada.gov/resources/2024-03-08-web-rule/

and https://www.w3.org/WAI/standards-guidelines/wcag/ for more information on these standards.

Compliance is a material requirement of this RFP. Any proposal which includes a disclaimer of warranty

or compliance with these standards shall be deemed nonresponsive and will not be considered for

award.

Addenda

Any changes, additions, or deletions to this proposal will be in the form of written Addenda issued by

CCWD and posted to PlanetBids. CCWD will not be responsible for failure of any prospective proposer to

receive such Addenda. All Addenda so issued shall become part of this RFP.

Page 3 of 4

Questions concerning Graphic Design, Printing, and Mail Services should be directed on CCWD’s

PlanetBids website in Q & A section, and must be received by 4:00 PM PST, April 2, 2026 . Responses to all

questions received by the due date will be published on PlanetBids and CCWD will issue an Addendum

to the RFP on Wednesday, April 9, 2026.

Best Value Award

CCWD specifically reserves the right to reject any or all proposal, to make any awards or any rejections in

what it alone considers to be in the best interest of CCWD, and to waive any irregularities in the proposals.

CCWD does not obligate itself to accept the lowest proposal and specifically reserves the right to reject

any or all proposal or CCWD will accept any proposal or combination of proposals considered most

favorable. CCWD reserves the right to hire a primary and secondary contractor in the event the primary

contractor cannot respond in a timely manner.

Creative and effective problem-solving thrives in a workforce where different experiences and

perspectives influence employees’ work. Employees thrive when employers recognize the value of those

differences and integrate them into the workplace. CCWD is committed to harnessing the power of its

workforce to solve industry challenges and meet the needs of the communities it serves, now and in the

future. To that end, CCWD is committed to the equitable extension of opportunity to join and

meaningfully contributes to the CCWD team. We seek consultants and contractors who join us in these

commitments in their own operations and activities.

WHAT:

WHEN:

One electronic copy of the proposal submitted to CCWD’s PlanetBids Portal prepared in

accordance with the instructions in this Request for Proposal.

4:00 PM PST, April 23, 2026.

Proposal should be prepared considering the information in the following attachments:

Attachment A -

Attachment B -

Attachment C -

Attachment D -

Attachment E -

Attachment F -

Attachment G -

Attachment H -

Attachment I -

Scope of Work

Pricing

Evaluation Criteria

Bid/Proposal General Provisions

Proposal Guarantee

Standard Services Agreement

Contractual Insurance Requirements

Contractor / Consultant Safe Practices Handbook

Contractor Safety Orientation

Sincerely,

Judy Phan

Purchasing Officer

Page 4 of 4

Attachment A

Scope of Work

Contra Costa Water District (CCWD) regularly produces a wide range of public-facing materials designed

to educate, inform, and engage customers and stakeholders. These include, but are not limited to,

newsletters, water quality reports, annual calendars, flyers, postcards, brochures, inserts, envelopes,

and more. These materials are disseminated through print, mail, and digital channels, all of which must

consistently reflect CCWD’s brand standards.

CCWD is seeking proposals from qualified firms to provide one or more of the following services:

• Graphic Design

• Printing Services

• Mailing Services

Firms may submit proposals for any or all of the above service categories. Respondents are not required

to submit for all three components. CCWD may select one or more firms to be awarded contracts to

complete work described in this RFP. Work will be performed on an as-needed basis. Selected firm(s)

must demonstrate the capacity to deliver high-quality, on-brand deliverables under tight deadlines,

and in compliance with industry best practices for design, production, and distribution.

Firms selected under this RFP will be expected to provide one or more of the following services on an

as-needed basis.

• Graphic Design Services

o Develop creative concepts and execute design for CCWD print and digital publications,

including but not limited to newsletters, water quality reports, calendars, and bill

inserts.

o Provide layout, typography, and visual assets that align with CCWD’s brand standards

and messaging.

o Prepare print-ready and web-optimized, WCAG 2.1 AA files in multiple formats (Adobe

Creative Suite, PDF, JPG, PNG, etc.)

o Accommodate up to three rounds of revisions per project as part of the base cost.

o Coordinate directly with CCWD staff to receive content, clarify specifications, and

finalize deliverables.

• Printing Services

o Offset and digital printing of a range of materials, including but not limited to

brochures, postcards, newsletters, calendars, and large-format signage.

o Capability to produce full-color, bleed, folded, stapled, and hold-punched materials,

with accurate and consistent color reproduction.

o Manage pre-press setup, proofing, and quality control processes.

o Ability to meet deliver deadlines and specifications, including drop shipping to multiple

CCWD facilities or mailing houses.

• Mailing Services

o CCWD will provide mailing lists unless otherwise negotiated or directed.

o Fulfillment of mass mailings including inserting, tabbing, metering, sorting, and

delivery to the USPS.

o Compliance with USPS regulations including CASS certification, NCOA processing, and

presorting for postal discounts.

FY27 ITB#2715

Graphic Design, Printing, and Mail Services

Page 1 of 6

Commodity Codes

• NAICS 541430Graphic Design Services

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