HRF-HEP RFQ for graphic design and other communications services

1. NY-NJ HARBOR & ESTUARY PROGRAM/HUDSON RIVER FOUNDATION
RFQ FOR GRAPHIC DESIGN AND DATA COMMUNICATIONS SERVICES
SEPTEMBER 27, 2017
The Hudson River Foundation (Foundation) / New York-New Jersey Harbor & Estuary Program (HEP) is
requesting qualifications from graphic design and digital communications professionals for providing a
range of communication services, including designing and overseeing the production of several
publications and creating associated infographics, web-based maps and other data visualization tools.
We anticipate that a total of about $ 50,000 will be available to undertake these tasks. Interest can be
in one or more of the noted publications and digital products. This contract may lead to other and on-
going consulting work. Statements of Qualifications are due October 20 2017; interviews with selected
recipients will be scheduled in early November; and a selection is anticipated by December. Initial work
products would be delivered starting in the Winter of 2018 with final publications in Spring 2018.
OVERVIEW
The New York-New Jersey Harbor Estuary is a rich and complex ecological system in the midst of the
nation’s largest metropolitan area. HEP is an ongoing effort authorized by federal Clean Water Act to
develop and implement a plan to protect, conserve, and restore the estuary. HEP and its partners work
together to address water quality issues, protect and restore productive habitat, manage sediments,
improve safe public access and foster community stewardship, and engage the public in decisions about
the Harbor. HEP provides a forum to develop and implement actions that improve the health of the
Estuary by convening partnerships of interested stakeholders, using sound science to analyze the issues,
and working to implement recommendations that are environmentally and economically responsible.
The Foundation, a non-profit organization dedicated to supporting scientific management and
stewardship of the river and its watershed, has been managing HEP on behalf of US EPA and the other
HEP partners since 2014.
The Foundation is seeking technical assistance to design and format a total of six documents. HEP’s two
signature publications - A five-year Action Agenda and a State of the Estuary Report – are to be prepared
for broad print and electronic distribution. Four companion technical documents – an Environmental
Monitoring Plan, Climate Vulnerability Assessment, Funding Options Report, and Water Quality
Monitoring Report - are also to be designed and formatted but primarily for electronic distribution and
website display.
• The Action Agenda proposes 14 objectives and 35 actions that HEP and its partners will
undertake to meet its goals. It has about 20,000 words with approximately 50 associated

2. HRF_NYNJ HEP Request for Qualifications – Page 2
graphics and images. The majority of these will be photos provided by HEP. About 12 original
tables, charts or other graphic elements will be required. The current draft Action Agenda is
available here: www.harborestuary.org/pdf/HRF-ActionAgenda-draft-0517.pdf.
• The State of the Estuary will convey the current health of the harbor by displaying the rich and
complex data about the estuary in a series of 12-20 environmental indicators, including historic
trends and analyses. The 2012 report is here:
www.harborestuary.org/pdf/StateOfTheEstuary2012/SOE_Rprt.pdf. The intent is to create a
brief four – 12 page printed summary report with graphics. The digital versions of this
document will include striking graphics to visualize this data and could potentially include a
limited number of queryable databases and/or access to the raw data on the forthcoming new
Foundation website.
• The Environmental Monitoring Plan will identify the kinds, sources and spatial coverage of
available monitoring data collected in the estuary. A two – four page summary will serve to
introduce people to this online information on the new Foundation website, including an
interactive map that will link users to data sources available elsewhere.
• The Water Quality Monitoring Report provides a common framework for understanding and
accessing water quality information across the two states. The 2011 report is available here:
www.harborestuary.org/reports/HarborWideSurveyReport-2011.pdf. A two – four page
summary will serve to introduce people to this online information, including a map and/or other
data visualization tools on the new Foundation website. This could potentially also include a
limited number of queryable databases and/or access to the raw data. .
• The Climate Vulnerability Study and Funding Options Reports are intended for a smaller
audience. Each of the reports is about 20,000 words with approximately 20 associated graphics
and images.
The publications and associated digital products will help HEP and the Foundation better engage its
primary audience of professional staff from relevant government agencies, non-profit organizations, and
businesses; scientists, educators and students; elected officials and their staff; specialized reporters and
media outlets; and active members of civic organizations. This effort will build on recent and relevant
HEP and Foundation publications, style guide, and content being prepared for a new Foundation/HEP
website. The total value of this contract is anticipated to be about $ 50,000.
GENERAL GUIDELINES AND INFORMATION FOR APPLICANTS
Eligibility
Any business, institution, or non-profit entity is eligible to apply. Interest can be in one or more of the
noted publications and digital products. No matching funds or services are required, but contribution of
outside funds, in-kind services, or other match will be favorably reviewed and should be indicated.

3. HRF_NYNJ HEP Request for Qualifications – Page 3
Desired Skills and Experience
• A strong background in developing science, natural resource management, and/or policy
communications materials for web and print media;
• Extensive graphic design and web development experience, including creation of static and
interactive displays of data; developing content for websites constructed with WordPress, and
interfacing with GIS and other databases;
• Understanding and experience developing and executing communications products for the New
York/New Jersey metropolitan area market.
Contract Award Process
Statements of qualifications (see below) are due October 20, 2017.
HEP and the Foundation will evaluate the Statements of Qualifications and potentially hold interviews
with respondents in early November 2017. The Foundation expects to notify the qualified firm or firms
by late November 2017. The contractor is expected to begin work before January 2018. Interviews will
last 60 minutes and teams will be asked to present select examples of relevant work and generally
describe the expected approach to complete the tasks outlined in this RFQ. Interviews will take place at
the New York-New Jersey Harbor & Estuary Program/Hudson River Foundation offices at 17 Battery
Place, New York NY.
The qualified firm or firms will be asked to submit a final work plan, timeline, and budget at this time.
Payment for costs incurred will be on a reimbursement basis and contingent upon completion of project
deliverables. HEP and the Foundation reserve the right to modify, postpone or cancel this solicitation
and to reject all applications.
Evaluation criteria
All qualifications will be reviewed and evaluated by HEP and Foundation staff based solely on the
project’s merits as outlined below. Criteria for project evaluation include:
• Professional Merits and Relevant Experience
• Understanding of the Goals and Objectives of this Request for Qualifications
• Technical Approach to the Project and Specific Tasks
• Ability to Meet Schedule
• Cost Effectiveness
Questions about the RFQ (optional, due October 9)
You may submit any questions about the RFQ via e-mail. Please send the questions to
resume@hudsonriver.org
Statements of qualifications must be submitted by no later than 5:00 PM October 20, 2017. to

4. HRF_NYNJ HEP Request for Qualifications – Page 4
resume@hudsonriver.org as a single PDF document. The file name should be in the following format:
“HRF Communications_NAME OF YOUR ORGANIZATION”.
Anticipated Timeline for Project
• November, 2017: Interview of finalists and selection of contractor
• December: Contract Executed
• January 2018: Draft concepts for State of the Estuary Report, Action Agenda, and other Reports
• February: Draft Graphics for State of the Estuary Report, Action Agenda, Environmental
Monitoring, and Water Quality Report. Draft layout for Funding and Climate Vulnerability
Report
• March: Final Graphics and draft design for State of the Estuary Report, Action Agenda, and
Environmental Monitoring Report. Production of Funding and Climate Vulnerability Reports
• April: Final Design and Production for State of the Estuary Report and Action Agenda
• May: Release of Reports
• July: Final Graphics and draft design for Water Quality Report
• August: Production of Water Quality Report
• September: Release of Water Quality Report
REQUIRED CONTENT FOR THE STATEMENT OF QUALIFICATIONS (DUE OCTOBER 20, 2017)
Each package should not exceed the equivalent of five single spaced pages (12-point standard font
and one inch margins). No more than ten additional pages of printed materials describing comparable
projects and resumes of core project personnel should be included.
The proposal must include the following information:
1. Cover Letter. Please include a cover letter, printed on official letterhead and signed by an
authorized representative of the lead organization.
2. Title Page. The title page must include all of the following information, using a maximum of
one page.
1. Project Leader: Provide the name, title, affiliation and complete contact
information (mailing address, phone number, and email address) of the individual
leading the project.
2. Project Partners: Provide the names and contact information for notable
partners, if applicable.
3. Anticipated Cost: Provide your total anticipated budget.
3. Statement of Qualifications. Please start the qualifications on a new page. The statement
must not exceed four pages and must include the following information:
• Professional merits and experience: describe the relevant work experience of the
project team and reference projects conducted in the last five years. References or a

5. HRF_NYNJ HEP Request for Qualifications – Page 5
client list for these projects is recommended. Define the roles of the project manager
and partners in the project.
• Approach: please outline your firms overall philosophy and the general approach that
you will take to complete project tasks, including your thoughts on any needed
background research; interaction with HEP/Foundation staff and partners; design
development and review of draft products; and creation of a communications strategy.
Please indicate if you are interested in working on all or a subset of the
publications/tasks identified.
• Project Timeline: Please review and revise as needed the proposed timeline for
producing the reports. The anticipated project period is December, 2017 to October
2018. However all timelines should be stated in terms of Month #1, #2, #4, etc. rather
than specific dates.
• Project Budget Description: Please provide a brief narrative summary of the anticipated
budget. Include any relevant details including work performed by consultants or
subcontractors. Any contribution of outside funds, in-kind services, or other match should
be indicated
4. Descriptions of Comparable Projects: Please include up to five pages of printed materials
describing comparable projects that your firm has undertaken and if available links to
representative public facing websites/documents.
5. Resumes/Bios of Project Leader and any notable Project Partners: Please include up to five
pages of brief resumes or equivalent for the core personnel who will be working on the project,.