Founded in 1973, The ArQuives (The ArQuives) has grown to become the largest independent LGBTQ2+ archives in the world. The ArQuives was established to aid in the recovery and preservation of LGBTQ2+ histories. Its mandate is to acquire, preserve, organize, and give public access to information and materials in any medium, by and about LGBTQ2+ people, primarily produced in or concerning Canada. To support this function, the Archives also maintains significant non-archival collections, which include a research library, international research files, and an international collection of queer and trans periodicals. It is our mandate to make this information available to the public for education and research. Over the years, we have helped hundreds of people – students, artists, journalists, lawyers, filmmakers – working on various projects.
Summary and Background
The ArQuives seeks proposals for a consultant to create a new visual identity for The ArQuives’s new name.
In May of 2018, The ArQuives chose a new name The ArQuives which will be used with the name descriptor, “Canada’s LGBTQ2+ Library and Archives”. The name of the organization was changed because the existing name did not adequately capture the evolving and growing LGBTQ2+initialism. The ArQuives will continue to use the existing The ArQuives tagline, “Keeping our stories alive!” The new name and descriptor resulted from an extensive yearlong consultation process and the organization is now undertaking legal steps to effect that change. The name consultation process did not include the creation of a permanent new visual identity, merely a temporary ‘mockup’ the support the presentation of the new name to members at the May 2018 AGM.
This Request for Proposal represents an open and competitive process. Any questions about the RFP can be sent to The ArQuives Executive Director until August 20, 2018 @ 16:30 EST. Proposals will be accepted until 16:30 EST August 31, 2018. Any proposals received after this date and time will not be considered. All proposals must be submitted electronically to the Executive Director.
All costs in the proposal must be all-inclusive and include any outsourcing and contracts. Any proposal that calls for outsourcing or contracting must include information of the third parties in the description and budget.
A proposer may withdraw their application in writing at any time before the closing date and time. The ArQuives may not necessarily accept the lowest priced proposal. Contract terms and conditions will be negotiated upon selection of the proposal. Proposals must be signed by an employee who is authorized to bid on behalf of the company.
Project Description and Objectives
The ArQuives seeks proposals for a contractor for the creation of a new logo to accompany our new name. All proposals should adhere to AODA guidelines. The contractor will be reporting to The ArQuives Identity Committee. The contractor will also be working with the Communications Committee and other committees as needed.
The contractor will provide a final report and style guide with all of the logo elements as described in the project scope. This report will be presented to The ArQuives Identity Committee and the Board of Directors for approval.
The successful consultants will be prepared to create at a minimum the following elements:
- Name badges, poster logos, business cards, email signatures and stationery (ie. letterheads, labels).
- Signage (Front entrance at 34 Isabella + storage facility above the TD Bank at Church and Wellesley)
- Internal documents (ie. forms, applications)
- Word and PowerPoint templates
- Low and high resolution images of all elements
- Project plan/process/workflow
- Research on other organisations (particularly in the LGBTQ2+ community)
- Logo creation
- Style Guide
- Final Report to the Board of Directors
- Creation of new name, descriptor, or tagline
- Web design
|Deadline for questions||August 20, 2018 @ 16:30 EST|
|RFP Closing date and time||August 31, 2018 @ 16:30 EST|
|Estimated award date||September 7, 2018|
|Interviews (if needed)||September 10-14, 2018|
|Estimated contract start date||September 17, 2018|
|End of contract – Receivable||November 12, 2018|
Project Timeline + Deliverables
|Work Plan and consultation with The ArQuives||September 17 to October 5, 2018|
|Final Report due||November 12, 2018|
All proposals must include proposed costs to complete the tasks described in the project scope. Costs should be described as ‘one-time’ or ‘non-recurring’ costs or ‘recurring costs.’ Clearly state if it does or does not include HST.
The bidder should include how they meet the following qualifications as part of their proposal package:
- Knowledge and/or experience working with the Canadian LGBTQ2+ community
- Experience working with marketers and fundraising
- Experience working with social movements and/or not-for-profits
- Experience with anti-oppression, anti-racist, and de-colonial work
All proposals will be evaluated on their overall merit, as set out in the criteria below. The ArQuives particularly encourages applications from those who identify as members of bisexual, trans, Francophone, minority language, Black, Indigenous, and people of colour communities.
The proposal will be evaluated on the following criteria:
- Overall proposal suitability
- Organizational experience
- Relevant experience
- Value and cost
Disqualification of Proposal
The ArQuives may disqualify a proposal at any time in the RFP process if one or more of the following events occur:
- The proposal includes incorrect information or is incomplete.
- The proposer misrepresents themselves in any way.
- The proposer fails to cooperate with The ArQuives.
Submit your proposal by August 31, 2018 @ 16:30 EST to: